72-Hour Auto Cancellation Key Messages 9/26/2013
72-Hour Auto Cancellation
Talking Points
This document is intended to be used to keep key messages consistent when communicating about the newly expanded Auto Cancellation policy.
I. Overview
· As of October 1, 2013, the 72-hour auto cancellation policy will be expanded to apply to international flights. This policy is already in effect for domestic flights. All travel authorizations that include air travel must be approved and ticketed at least 72 hours in advance of the scheduled flight departure time to avoid airline reservations from being cancelled. This is in response to the newly expanded policy being instituted by the airlines under the FY14 GSA City Pair Program contract.
o This policy now applies to both domestic and international City Pair and non-contract government flights that are either booked through DTS or through a Commercial Travel Office (CTO).
· While the reservation may exist, it is not purchased (known as “ticketed”) until the Authorizing Official (AO) approves the travel authorization and the Commercial Travel Office (CTO) tickets the reservation. This means that if a travel authorization is not approved at least 72 hours in advance of travel, the traveler will arrive at the airport without a ticket or a reservation in the airline’s system.
· Those travelers making travel plans WITHIN 72 hours of departure must have their authorization approved and tickets issued within 24 hours of creation to avoid cancellation. If making plans WITHIN 24 hours of departure, authorizations must be approved and ticketed at least 6 hours prior to flight departure time to avoid cancellation.
· When airline reservations are cancelled, their Commercial Travel Office will notify the traveler by email or phone.
· If a traveler arrives at the airport without a ticket, it can impact mission, travel funds, and put unnecessary stress on the traveler.
o To rebook a flight, travelers are advised to follow their normal ticketing processes.
o Travelers are not advised to rebook at the airline counter. Often, counter agents are not familiar with GSA’s City Pair Program and may book the traveler on a full priced fare at a much higher cost.
o Travelers should take their travel itinerary with them to the airport. If your reservation has been cancelled, the itinerary will provide contact information for your Commercial Travel Office (CTO), as well as, reservation details to help you rebook.
· Last year, a warning message/pop-up was implemented in DTS that alerted travelers of the auto cancellation policy when travelers digitally sign an authorization that includes an air reservation or click the “CTO Assistance” button. This pop-up box has not been updated. We are currently working to update the message to include language for international flights, but this change will not take place on October 1, 2013, when the policy goes into effect. Please be aware that all reservations, both domestic and international, are now subject to auto cancellation and must be approved and ticketed at least 72 hours in advance of the scheduled flight departure time.
· The “Pending Airline Cancellation Report” provides a list of all authorizations (containing both domestic and international airline reservations) that require review and/or approval prior to reservation cancellation.
o The purpose of this report is to identify those authorizations that are in jeopardy of having airline reservations cancelled.
o Users can generate the report based on a select number of hours (minimum selection 24 hours; maximum selection 150 hours), which is based on the flight departure date and time.
· In the current fiscal environment where it is necessary to conserve travel budgets, monitoring the status of travel documents and ensuring travel authorizations are approved, is the best way to avoid unnecessary costs associated with rebooking travel.
II. Guidelines for Stakeholders
· Tips for Travelers:
o Monitor the status of your travel authorization. If your trip is approaching and your authorization has not been approved, contact your Authorizing Official (AO) to get it approved immediately. If your AO is not available, contact your Defense Travel Administrator (DTA).
o Cancel reservations as soon as you know the trip is cancelled. This opens up inventory to those that may need that seat.
o Check the status of your Government Travel Charge Card (GTCC). Some organizations deactivate a traveler’s GTCC if he/she is not scheduled for any travel. It is important to ensure that your card is activated so your airline ticket can be purchased upon travel authorization approval.
o Ensure your DTS profile is current. Often, travelers forget to update their profile with the new GTCC expiration date if they received a new card. Without a current card on file, a reservation cannot be purchased.
· Tips for AOs:
o Monitor documents awaiting your review and approval. Ensure a back-up AO is designated if you will be on leave or deployed.
· Tips for DTAs:
o Inform travelers and AOs about how this change could potentially affect their upcoming travel and what steps to take if a reservation is cancelled.
o Run the “Pending Airline Cancellation” report to identify those authorizations at risk for cancellation.
o Run “Traveler Status” report and notify APCs which travelers are scheduled for travel to ensure the GTCC is activated.
o Run an Accounts Information Report monthly and send to your GTCC Agency Program Coordinator to verify validity and expiration dates of GTCCs in DTS profiles.
· Tips for Agency Program Coordinators (APC):
o Review the Accounts Information Reports and advise DTAs regarding invalid and expired GTCCs.
o Review the Approved Status Reports and assist with activating GTCCs for travelers with upcoming trips.
Defense Travel Management Office 2